Schedule and classes

Choose Rooster (schedule) in the menu. You see the current week, headed Week van (week of) followed by the date of the Monday. Browse with Vorige (previous) and Volgende (next); Deze week (this week) brings you back to today.

On a laptop the seven days sit side by side, with today in an orange frame. Each class is a block with a coloured dot (the colour of the class type), the start time, a pill with the occupancy, the name of the class type and the instructor. Click a block to open the attendance list, or click a day's header to see that day on its own.

On a phone you see one day at a time, with a strip of the seven days of the week above it. Tap a day to jump to it. Per class you see the time, the class type, the instructor and the room, with the occupancy next to it and the button Presentielijst (attendance list). On a laptop you get the same day view by clicking a day header; Weekoverzicht (week overview) takes you back.

Reading the occupancy. In the week view the pill reads "3/6": three places taken out of six. As soon as a class is full the pill turns red with Vol (full). In the day view the occupancy is written out: "4 van de 6" (4 out of 6), or "Vol". If a class also has places in another system (see External places below), that is added: "4 van de 6 · 8 extern". If the occupancy cannot be fetched for a moment, it shows "?" or Bezetting onbekend (occupancy unknown); refresh the page.

A cancelled class stays in the schedule, grey and struck through, with the label Afgezegd (cancelled) in the day view. For members the class has disappeared.

If a whole week is empty, you see Nog niets ingepland deze week. (nothing planned this week yet) with the buttons Nieuw sjabloon (new template) and Losse les toevoegen (add a single class).

There are no filters on class type, instructor or room, and no month view.

A single class is a one-off class, for example a workshop or an extra class in a busy week. Only the owner and a manager can plan classes.

1. In the schedule go to the day the class should be on and click Losse les toevoegen (add a single class). A panel Losse les (single class) opens.
2. Choose the Activiteit (the class type) and the Zaal (room).
3. Set the Begintijd (start time). The field is pre-filled with the chosen day at 09:00. The duration follows from the class type and is not entered.
4. Fill in Plekken via Bookasport (places via Bookasport): the number of places members can book through Bookasport. Default 4.
5. Leave Plekken extern (bsport) (external places) at 0, unless the same class is also sold through another system (see below).
6. Click Toevoegen (add). The schedule behind it refreshes; the panel stays open so you can add the next class right away.

Good to know:

• A single class has no instructor. If you want an instructor on a class, plan it through a template.
• Booking window, cancellation deadline, waitlist and minimum number of participants are inherited from the class type. They cannot be set per class.
• Once planned, a class cannot be edited or deleted. If something is wrong, cancel the class and plan a new one.
• Bookasport does not check whether a room or instructor is already busy, nor whether the date is in the future.

External places. Some studios sell the same class through another system as well, for example during a transition. The field Plekken extern (bsport) is then purely informative: the instructor sees on the attendance list that eight more people are coming besides the Bookasport bookings. External places do not count when booking: a class with 4 places via Bookasport is full as soon as 4 members have booked, however many external places there are.

A class type is what a class is: "Mat Pilates", "Level 2", "Pre & Post Natal". You manage them yourself under Lesvormen in the menu (on a phone under Meer). For each class type you see the name, the description, the duration and the colour of the dot in the schedule.

• Nieuwe lesvorm (new class type) opens a panel with four fields: name, description (optional, at most 500 characters), duration in minutes and colour. Members see the description under the class on the schedule and in the schedule on your website; write what a new member needs to know to choose.
• Wijzigen (edit) opens the same panel with the current values. A new name, description or colour applies immediately to all classes of that type, including the ones already planned. A new duration applies to classes you plan from then on; existing classes keep their end time.
• Deactiveren (deactivate) removes the class type from the choice lists of Nieuw sjabloon and Losse les. Templates and classes of that type stay: if you want to stop it, deactivate its templates too. Activeren brings it back. There is no delete.

Only the owner and a manager can add, edit and deactivate class types; everyone can view the list.

Rooms, locations and instructors are set up for you by Bookasport at the start; there is no screen yet to add or change them yourself. If you want an extra instructor, a different room, or different booking rules for a class type, tell Bookasport.

Each class type carries the rules that apply to all classes of that type. The defaults:

Rule	Default
Duration	Set per class type, for example 60 minutes.
Booking opens	7 days before the class.
Booking closes	30 minutes before the class.
Free cancellation	Until 12 hours before the class. After that the credit is lost.
Waitlist	On.
Minimum number of participants	0, so no automatic cancellation.

Bookasport adjusts these values per class type for you if your studio uses different deadlines.

Spots in a room (reformer 1, reformer 2, and so on) do not exist in the app yet. Members book a place in the class; the instructor assigns the machines on the spot.

Click a class in the schedule. The attendance list is designed for a phone in the instructor's hand, but works on a laptop too. At the top are the class type, the date and time, the room and the occupancy, for example "4 van de 6". If the class is cancelled, a red bar says so with the reason.

Participants and their status

Under Deelnemers (participants) are all members who have booked, by surname. This order does not change when you mark attendance, so you do not have to search during the class. Each member has a status:

Status	Meaning
Ingeschreven (booked)	Booked, not yet marked.
Aanwezig (present)	Marked as present.
Niet gekomen (no-show)	Marked as not having shown up. The credit stays deducted and the place stays taken.
Geannuleerd · credit terug (cancelled, credit returned)	The member cancelled in time; the credit is back on the pass.
Geannuleerd · credit vervallen (cancelled, credit lost)	Cancelled too late, or a cancellation on an unlimited pass or membership (there is nothing to return there, even when cancelled in time).

Marking attendance

Next to every booked participant are the buttons Aanwezig and Niet gekomen. After marking, Terugzetten (reset) appears to put the status back to Ingeschreven, and you can switch between Aanwezig and Niet gekomen.

• Marking is possible only from the start time of the class. If you try earlier you see Afvinken mislukt: Aanwezigheid kan pas vanaf de lesstart afgevinkt worden. (attendance can only be marked from the start of the class). Resetting and switching are always possible.
• Marking does not change credits and sends no message to the member. A member does see it later in their own class history as "attended" or "no-show".
• A member marked Niet gekomen keeps their place; it does not free up for the waitlist.
• Who may mark: the owner, a manager and the front desk always. Instructors only if the setting Instructeurs mogen zelf presentie afvinken (instructors may mark attendance themselves) is on; it is on by default (see Settings). If it is off, an instructor sees the list without buttons, with the text Bij deze studio vinkt de balie de aanwezigheid af. (at this studio the front desk marks attendance).
• Afvinken mislukt: boeking niet gevonden of al afgehandeld usually means a colleague got there just before you. Refresh the page.

Booking someone in

At the bottom of the attendance list is the panel Iemand inboeken (book someone in), for when a member calls or is at the front desk. Available to the owner, a manager and the front desk.

1. Pick the member in the list Kies een lid… (choose a member). All members of the studio are in it, including members without a pass.
2. Click Inboeken (book in).

Bookasport chooses the paying pass itself, just as when the member books: first a running membership, otherwise the class pass that expires first. One credit is deducted (nothing on unlimited). If the member was on the waitlist of this class, they are taken off it. The member receives the normal booking confirmation by e-mail.

What the front desk may do beyond a member:

• Book in outside the booking window, so both before booking opens and after it has closed. Even until one day after the class ended, to correct an attendance list afterwards.
• The maximum number of open bookings per member does not apply to the front desk.

What even the front desk cannot do:

• Overbook. On a full class you see Deze les is vol. (this class is full).
• Choose a pass. If the member has no valid pass you see Dit lid heeft geen geldige rittenkaart. (this member has no valid class pass). Issue a pass first on the member page (see Members).
• Book in on a paused membership: Het abonnement van dit lid is gepauzeerd op deze lesdag; boek met een rittenkaart of pas de pauze aan. (this member's membership is paused on this class day; book with a class pass or adjust the pause).

Other messages you may see: Dit lid staat al ingeschreven. (already booked), De kaart of het abonnement van dit lid is geblokkeerd. (a suspended pass), Deze les is te lang geleden om nog in te boeken. (too long ago to book in) and Deze les is afgezegd. (this class is cancelled).

Cancelling a booking on a member's behalf

That is not possible in the back office. A member cancels themselves on the member site, up to the start time of the class, and gets the credit back if that happens before the cancellation deadline. If you want to accommodate a member after a late cancellation, issue a new pass or credit on the member page.

The waitlist

Under Wachtlijst (waitlist) are the members waiting for a place, in order of signing up. With Verwijderen (remove) you take someone off the list; that happens immediately, without confirmation and without a message to the member. Only the member themselves can join the waitlist.

How the waitlist moves is in the chapter Schedule, booking, cancelling and the waitlist for members. In short: if a place frees up before the cancellation deadline passes, the first on the list is booked in automatically and gets an e-mail. After that, everyone waiting only gets an e-mail that a place is free; first to book gets it.

Only the owner and a manager can cancel a class. It can be done in two places:

• On the attendance list, in the panel Deze les afzeggen (cancel this class). Enter a Reden (reason, for example "instructor ill") and click Afzeggen (cancel). The reason goes into the e-mail to the members.
• In the day view of the schedule with the button Annuleren (cancel) next to the class. No reason can be given there.

There is no confirmation step and cancelling cannot be undone. What happens:

• Every booked member gets their credit back on the same pass, even if the cancellation deadline had already passed. On an unlimited membership there is nothing to return.
• Every booked member gets an e-mail: <class> on <date> has been cancelled, in their own language, with the reason. Note: a reason you type yourself is not translated.
• Members already marked Aanwezig or Niet gekomen stay as they are.
• Whoever was on the waitlist gets no message.
• The class stays struck through in the schedule and disappears for members. In a member's class history it reads "class cancelled by the studio".

A studio can have a minimum number of participants set per class type. As soon as the free cancellation deadline of a class passes (by default 12 hours before the class) and fewer members are booked than the minimum, Bookasport cancels the class automatically within a quarter of an hour. All members get their credit back and an e-mail with the reason Not enough participants: 1 out of a minimum of 3. The attendance list shows the same reason.

The moment is deliberately the cancellation deadline: cancelling later would mean members' own chance to cancel for free had already passed.

By default the minimum is 0 and nothing is ever cancelled automatically, not even an empty class. If you want to use this, have Bookasport set the minimum per class type; there is no screen for it.

• Taken are all bookings that are not cancelled, including members marked as Niet gekomen.
• A class is full as soon as the number of taken places equals Plekken via Bookasport. External places do not count.
• Capacity 0 is allowed, for a class that runs entirely through another system. The schedule then shows "0 via Bookasport · 8 extern".
• Capacity cannot be changed after planning.

All times are in your studio's time zone, even if you sign in from abroad. The week runs from Monday to Sunday. Bookasport sets the time zone when your studio starts; changing it goes through Bookasport.